San Diego Performing Arts League
Office Coordinator – Scenic Studio (Part time Hourly) – San Diego Opera
San Diego Performing Arts League, San Diego, California, United States, 92189
Office Coordinator – Scenic Studio (Part time Hourly) – San Diego Opera
Position Description :Reports to the Technical Director and works directly with the Director of Production and Associate Director of Production. Manages all office functions including communications with SDOSS clients, vendors, and others as necessary (includes answering phones and emails, etc.). Handles basic accounting processes and creates and sends bids and contracts to clients. Tracks and oversees vehicle regulations as well as general building operating needs. Supports production department as needed during opera season. Works to expand client base.Responsibilities and tasks include :Client relationships and operations :Processes bids and client contracts (creates, tracks contracts/POs and invoices clients), maintains and produces client required insurance or certifications, helps maintain client relationships and seeks out new clients.Accounting, Payroll, and Inventory :Processes/submits for approval and tracks all invoices, credit card statements and other expenditures and manages shop petty cash bank. Tracks and regularly monitors expenses based on project budgets; provides regular updates to staff on budget status. Creates and processes invoices to clients and receives and tracks payments. Communicates with finance department as necessary for AR/AP/GL purposes. Reviews past due accounts with Associate Production Director and seeks out past due payments. Enters all payroll expenses to the proper accounts in the production accounting system. Onboards new hires, assures payroll paperwork is submitted, and info is entered into payroll. Familiarizes new employees with pertinent policies, emergency and safety info, etc. Tracks and records inventory and reports to Associate Production Director usage and purchases on a regular basis. Works with shop personnel to accomplish physical inventory counts periodically, especially year-end. With Associate Production Director, reconciles any differences for year-end report.Building Operations and Vehicle Record Keeping :Works with staff to maintain communications with landlord as needed regarding building systems, graffiti, and repair issues. Acts as safety monitor, maintains all shop signage pertaining to health and safety, keeps shop first aid kits stocked as well as stocking kits for theatres and costume shop during opera season. Assures that regular safety meetings occur, and new employees are aware of safety requirements and policies. Trains crew heads in proper worker comp procedures for when an injury occurs. Works with department heads to maintain and manage all required certifications, records, permits, postings, etc. Examples include Air Pollution Control Board, Fire Marshall, Haz Mat, etc. Works with department heads to maintain all required licenses, registrations, permits, etc. for SDO vehicles. Maintains relationships with services vendors (trash/recycling, alarm service, etc.).Office Management :Answers phone calls and maintains phone and voice mail systems with IT. Handles general office chores including ordering shop materials and service orders and regular inbound and outbound shipments and mail. Monitors and responds to the position’s email as well as the general SDOSS inbox. Assists crew/staff with computer issues and communicates issues to IT. Manages client rentals and pulls props or other items as possible. Collects and maintains visual (photos/video) project progress as necessary. Runs shop errands as needed.Additional Duties :Provides general support for production staff during opera season. Updates social media channels and website to promote scenic studio. Provides general support for admin staff for events or other projects.Qualifications/Requirements :Proficiency with Microsoft Office Suite is essential. Ability to easily learn specialized accounting and payment processing software necessary. Social Media proficiency and web updating skills helpful. Excellent organizational and time management abilities essential. Must be a self-starter and independently motivated. Excellent written and verbal communication skills required as well as strong interpersonal skills. Must be adaptable and able to work in a fast-paced shop office environment with varying routine. Must be able to maintain detailed, confidential information and records. Must have a valid driver’s license or ability to run errands via other mode of transportation. Familiarity with theatrical industry specific terms and equipment and understanding of construction process a plus.
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Position Description :Reports to the Technical Director and works directly with the Director of Production and Associate Director of Production. Manages all office functions including communications with SDOSS clients, vendors, and others as necessary (includes answering phones and emails, etc.). Handles basic accounting processes and creates and sends bids and contracts to clients. Tracks and oversees vehicle regulations as well as general building operating needs. Supports production department as needed during opera season. Works to expand client base.Responsibilities and tasks include :Client relationships and operations :Processes bids and client contracts (creates, tracks contracts/POs and invoices clients), maintains and produces client required insurance or certifications, helps maintain client relationships and seeks out new clients.Accounting, Payroll, and Inventory :Processes/submits for approval and tracks all invoices, credit card statements and other expenditures and manages shop petty cash bank. Tracks and regularly monitors expenses based on project budgets; provides regular updates to staff on budget status. Creates and processes invoices to clients and receives and tracks payments. Communicates with finance department as necessary for AR/AP/GL purposes. Reviews past due accounts with Associate Production Director and seeks out past due payments. Enters all payroll expenses to the proper accounts in the production accounting system. Onboards new hires, assures payroll paperwork is submitted, and info is entered into payroll. Familiarizes new employees with pertinent policies, emergency and safety info, etc. Tracks and records inventory and reports to Associate Production Director usage and purchases on a regular basis. Works with shop personnel to accomplish physical inventory counts periodically, especially year-end. With Associate Production Director, reconciles any differences for year-end report.Building Operations and Vehicle Record Keeping :Works with staff to maintain communications with landlord as needed regarding building systems, graffiti, and repair issues. Acts as safety monitor, maintains all shop signage pertaining to health and safety, keeps shop first aid kits stocked as well as stocking kits for theatres and costume shop during opera season. Assures that regular safety meetings occur, and new employees are aware of safety requirements and policies. Trains crew heads in proper worker comp procedures for when an injury occurs. Works with department heads to maintain and manage all required certifications, records, permits, postings, etc. Examples include Air Pollution Control Board, Fire Marshall, Haz Mat, etc. Works with department heads to maintain all required licenses, registrations, permits, etc. for SDO vehicles. Maintains relationships with services vendors (trash/recycling, alarm service, etc.).Office Management :Answers phone calls and maintains phone and voice mail systems with IT. Handles general office chores including ordering shop materials and service orders and regular inbound and outbound shipments and mail. Monitors and responds to the position’s email as well as the general SDOSS inbox. Assists crew/staff with computer issues and communicates issues to IT. Manages client rentals and pulls props or other items as possible. Collects and maintains visual (photos/video) project progress as necessary. Runs shop errands as needed.Additional Duties :Provides general support for production staff during opera season. Updates social media channels and website to promote scenic studio. Provides general support for admin staff for events or other projects.Qualifications/Requirements :Proficiency with Microsoft Office Suite is essential. Ability to easily learn specialized accounting and payment processing software necessary. Social Media proficiency and web updating skills helpful. Excellent organizational and time management abilities essential. Must be a self-starter and independently motivated. Excellent written and verbal communication skills required as well as strong interpersonal skills. Must be adaptable and able to work in a fast-paced shop office environment with varying routine. Must be able to maintain detailed, confidential information and records. Must have a valid driver’s license or ability to run errands via other mode of transportation. Familiarity with theatrical industry specific terms and equipment and understanding of construction process a plus.
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